
Privacy statement for the job application process
The PRH publishes the details of its job vacancies in the valtiolle.fi recruiting system, which serves as the main channel for submitting job applications and open job applications.
The employer processes the job application as part of its recruitment process to prepare the recruitment proposal and the recruitment decision. In the valtiolle.fi system, we collect information relevant to the selection process that the applicants provide in their applications.
At the end of the application process, we prepare an appointment memorandum in which the merits of the applicants are compared in accordance with the legislation on central government public officials and the guidelines issued by the Ministry of Finance.
Controller and contact persons
Controller
Finnish Patent and Registration Office (PRH)
Mailing address: Finnish Patent and Registration Office, FI-00091 PRH, Finland
Street address: Sörnäisten rantatie 13 C, Helsinki, Finland
Tel. (switchboard): +358 29 509 5000
Representative of controller
Petteri Tervonen
Email: petteri.tervonen[at]prh.fi
Tel. +358 29 509 5786
Data protection officer
Tel. +358 29 509 5000
Email: tietosuojavastaava[at]prh.fi
Purpose and legal basis of processing personal data
The purpose of processing the personal data is to process applications in the recruitment process and to manage jobseekers’ access rights.
The processing of the applicant’s personal data is based on compliance with a statutory obligation under Article 6(1)(c) of the EU’s General Data Protection Regulation (679/2016). The State Civil Servants Act (750/1994), Decree on Public Officials in Central Government (971/1994) and the Act on the Protection of Privacy in Working Life (759/2004) are also complied with in the processing of personal data.
Personal and aptitude assessments can be used in the selection procedure to establish an individual’s capacity to perform different work tasks. The assessment can only be carried out if the person concerned gives their consent to it (section 13 of the Act on the Protection of Privacy in Working Life).
A personal security clearance may be carried out on the person selected for a post or position with the consent of the applicant (Security Clearance Act 726/2014). For more detailed information on the security clearance procedure and the rights of the person subject to the security clearance, visit the website of the Finnish Security and Intelligence Service.Avautuu uuteen välilehteen
Personal data storage periods
Applications for recruitments are deleted from the system twelve (12) months after the end of the process.
Open applications are deleted from the system twelve (12) months after the last save.
The applicant’s details are deleted after they have been unused for one (1) year. The applicant is notified of the matter before the data is deleted.
Recruitment data is kept at the PRH. The storage periods for the recruitment process data are specified in accordance with the Archive Act (831/1994), the regulation issued by the National Archives of Finland (AL 16465/07.01.01.03.02/2016) and the PRH’s archive formation plan.
Personal data processed by the PRH
The following personal data is processed in the recruitment process:
- identity data (name, date of birth)
- contact information (mailing address, email, telephone number)
- other identification data (gender, language, country, municipality, region)
- other information provided by the applicant in the application (such as education/training, work experience, work, study and education/training certificates).
Regular data sources
The personal data is provided by the applicants. With the applicant’s separate consent, information required for the job search can be obtained from other sources and stored in the valtiolle.fi system.
Disclosure of data
As a rule, no data is disclosed to third parties.
The Act on the Openness of Government Activities (621/1999) applies to the public access to the information.
Transfer of data to countries outside the EU or the EEA
No personal data is transferred outside the EU or the EEA or to international organisations.
Automated decision-making
No personal data is used for automated decision-making.
Rights of the data subject
Right of access to your own data
You have the right to access your personal data and check its content. You can view your application data in the valtiolle.fi system.
If you cannot use online services to check your data, you can submit a request to access your personal data to the PRH
- by email
- by post (Finnish Patent and Registration Office, FI-00091 PRH, Finland)
- by telephone (+358 29 509 5000)
- by visiting our customer service point in Helsinki.
We recommend that you use secure email if you submit the request by email. Select ‘Control of your details’ as the message recipient. Read the instructions and send secure email.Avautuu uuteen välilehteen
Be prepared to prove your identity.
Right to rectification of data
You have the right to rectify inaccurate and incorrect personal data on you. You can rectify your application information in the valtiolle.fi recruitment system by logging into the user profile.
If you cannot rectify your data in the valtiolle.fi system, you can submit a rectification request to the PRH. Give the following information in the rectification request:
- the data you want to correct (word for word)
- the proposed changes (word for word)
- justification for the proposed changes
- your name
- your contact information (such as email address or phone number).
You can submit the rectification request to the PRH
- by email
- by post (Finnish Patent and Registration Office, FI-00091 PRH, Finland).
We recommend that you use secure email if you submit the request by email. Select ‘PRH Registry’ as the message recipient. Read the instructions and send secure email.Avautuu uuteen välilehteen
Be prepared to prove your identity.
Restrictions on the data subject’s rights
If the processing of the personal data is based on compliance with the PRH’s statutory obligation, you cannot request the deletion of your personal data or its transfer to another system and, as a rule, you cannot object to the processing of your personal data.
Right to submit a complaint to the supervisory authority
If you consider that your personal data is processed unlawfully, you can submit a complaint to the Office of the Data Protection Ombudsman.
For more information on submitting the complaint, visit the website of the Office of the Data Protection Ombudsman.Avautuu uuteen välilehteen